Authorization vs. Visit Usage Report – 17.34
Compares a patient’s authorized hours or visits to actual visits made, helping you track overuse or underuse of services.
Location in Barnestorm
- Patient Histories > Authorizations > 17.34 – Authorized Used
- Reports > Audit > 17.34 Authorized Used
Requirements for Accurate Results
Before running the report, confirm:
- Patient authorizations are entered (Patient Histories > Authorizations).
- Visits are entered or imported via:
- Employee Activity > Visit Entry or Import Visit Charges
- Point of Care
- EVV
- Manual entry
How to Run the Report
Filters & Options
- Programs / Payers / Teams: Filter by number or leave blank for all.
- Weekly / Monthly / Yearly / Discipline: Match your authorization frequency.
- From / Thru Dates: Determines which visit charges are included. If two auths overlap, the most recent will be used.
- PCS / CAP / All: Select patient group(s).
- Include All Patients With Visits: Includes patients with visits even if no authorization exists.
- Summary + Excel: Works with Weekly, Monthly, Monthly+Weekly. Provides a summary of detailed report data.
Note: VA Respite, CAP Live-in, and CAP Respite use actual hours instead of auth hours due to unique data entry.
Additional Options (Monthly Only):
- Use Visit Charges Thru This Date: Includes charges up to this date and schedules for the rest of the month.
- Use Schedules Instead of Charges.
- Only Print Those With Hours Over or Under.
Discipline Authorizations Only:
- Option to include LUPA Episodes (ending today or later with low visit counts).
How to Read the Report
Weekly / Monthly / Yearly Format
- Hours Used: Visit hours within date range.
- Auth: Hours from Authorization screen.
- Hours Limit: Authorized hours allowed.
- Hours Under / Over: Difference between used and authorized hours.
- Facility Days: Days in facility (adjusts total auth).
How Monthly+Weekly Auth Hours Are Calculated / Behind-the-Scenes Logic
Expand for more details...
When using this option, the system estimates the monthly Hours Limit by converting weekly hours into a monthly total based on the number of days in the selected month.
For example:
- If the weekly authorization is 35 hours
- And the month has 30 days
The system performs this calculation:
30 days ÷ 7 = 4.29 weeks (approximate)4.29 × 35 hours = 150.15 monthly hours
Note: This is an estimate and does not account for weekday vs. weekend distribution. It’s intended as a close approximation for tracking purposes.
Discipline Format: - Disc: Discipline (e.g., RN, PT)
- Vx Auth / Vx Done: Authorized vs. completed visits
- AuthThru / Days Auth / Days Done / Days Left
- Authorization #: From Patient Authorizations screen
Troubleshooting Tips
- Patient Missing? – Check date range, confirm authorization exists, try "Include All Patients With Visits", verify PCS/CAP/All selection.
- Hours Over/Under Incorrect? – Look for overlapping auths, confirm auth type and amounts, review visit entries in Visit Entry.